ESBD_File_353578_RFP-476-24-003-StewardsInTraining-031524.pdf

RFP-476-24-003-StewardsInTraining-031524

TXRC RFP Solicitation Packet for

Stewards in Training

#476-24-003

SOLICITATION #476-24-003: Published 3/15/2024 Responses due by 4/5/2024 @ 12:00pm CST.

A) CALENDAR OF EVENTS:

March 15, 2024: Date of solicitation Issuance March 22, 2024: Written Questions due March 29, 2024: Issuance of Agency’s written answers April 5, 2024: Responses Due April 15, 2024: Anticipated date for commencement of Services (or as soon as all the paperwork is completed.

B) SCOPE: The Texas Racing Commission (TXRC) is publishing this Request for Proposal (RFP) for

Stewards in Training to perform Services (Class 958/81) within the State of Texas. TXRC intends to make an award of at least one (1) or more contracts. Individual Blanket contract will not exceed $75,000.00 per fiscal year.

C) TERM: The term of the contract shall be from date of fully executed contract through August 31, 2024. Contract may be renewed for two (2) additional, one (1) year periods, provided both parties agree in writing to do so, prior to the expiration date. Agency will give Vendor 30 days’ notice of desire to renew for another 1-year term. Any renewal shall be at the same terms and conditions, plus any approved changes. If a renewal is approved, any changes must be agreed upon at the time of renewal.

Any unused funds are automatically cancelled at the end of each term.

D) GENERAL DESCRIPTION OF STEWARD: Performs complex (journey-level) legal and technical work as a Steward/Judge under the Texas Racing Act and the Texas Racing Commission Rules of Racing for horse events at race parks throughout Texas. Work involves conducting hearings and preparing hearing decisions. Provides supervisory oversight for a racing operations team at a race park. Works under limited supervision in a team setting, with considerable latitude for the use of initiative and independent judgment. Travel is required.

E) ESSENTIAL JOB FUNCTIONS

• Interpret and enforce the Texas Racing Act and Commission rules and determine all questions, disputes, complaints, or objections relating to racing matters in accordance with applicable laws.

• Review applications for occupational licenses submitted at a racetrack and make decisions regarding the issuance of certain licenses.

• Oversee the conduct of live races and decide the official order of finish, including determining whether a horse should be disqualified.

• Prepare reports of all actions taken and observations made during each day's race program.

• Monitor performance of race officials at each race meeting.

• Serve as field team leaders for TXRC staff assigned to work the race meeting, monitoring performance and providing guidance regarding rule interpretation as necessary.

• Conduct adjudicatory hearings and impose penalties for unethical practices or violations of racing rules, consistent with commission policy and guidelines.

• Serve as primary liaison with racetrack management regarding conduct of live racing, to resolve problems and ensure compliance with applicable legal requirements.

F) MINIMUM EDUCATION AND EXPERIENCE:

Minimum 3 years of relevant industry experience recognized by the Commission or other official pari-mutuel racing regulatory body. Must pass an optical examination conducted no more than 90 days before appointment demonstrating 20-20 vision, corrected, and the ability to distinguish colors. Must be eligible to be certified as a Flat Racing Steward level III, as defined by the Racing Official Accreditation Program, for more information, visit: https://www.horseracingofficials.com/education/experience-criteria

G) KNOWLEDGE, SKILLS, AND ABILITIES

• Thorough knowledge of all aspects of pari-mutuel racing.

• General knowledge of administrative procedure as it relates to the conduct of agency and appellate hearings.

• Ability to communicate effectively with persons of various educational and skill levels.

• Ability to gather, assemble, correlate, and analyze facts; to devise solutions to problems; and to prepare concise reports.

• Working knowledge of the Texas Rules of Racing and the Texas Racing Act.

Skills:

1. Participate in appeals hearings.

2. Recommend claim action.

3. Analyze existing evidence or facts.

4. Verify investigative information.

5. Analyze data to discover facts in case.

6. Analyze legal questions.

7. Apply court rules or strategy.

8. Apply legal concepts to medical reports or documents.

9. Conduct legal hearings.

10. Determine liability.

11. Determine whether evidence is admissible.

12. Follow confidentiality procedures.

13. Follow court operation procedures.

14. Follow professional ethics principles in law practice.

15. Judge criminal or civil cases.

16. Understand legal terminology.

17. Use administrative law.

18. Use case logic or precedent.

19. Use knowledge of judicial system.

20. Use knowledge of legal procedural rules.

21. Use research methodology procedures in legal cases or issues.

22. Write legal correspondence.

23. Write legal documents.

24. Follow rules of evidence procedures in legal setting.

25. Organize legal information or records.

26. Interpret employee’s medical evaluations.

H) EVALUATION: To be considered for evaluation, respondents must submit:

1) Request for Proposal (RFP) Document, Parts I & II* completed, including signature.

2) Copy of any current professional licenses.

3) A resume if available

4) A State of Texas Employment application (www.txrc.texas.gov.careers has a link for fillable application) http://www.txrc.texas.gov.careers/

I) DEADLINE: Your response is to include one (1) original copy of the evaluation submittal documents listed above and must be sent to Jill.Ward@txrc.texas.gov (per RFP Instruction Sheet) or faxed to 512- 833-6907, Attn: Jill Ward by 12:00 pm CST on Friday, April 5, 2024.

J) SELECTION & AWARD: A TXRC selection committee will review the submittals and make its recommendation based on demonstrated competence and qualifications to perform the services (see attached score sheet):

25% determined by applicant’s experience in regulating horse racing;

25% determined by experience (racing secretary, placing judge, clerk of scales, etc.)

10% determined by accreditations, relevant formal education, relevant practical experience, and 40% determined by skills shown during a face-to-face interview with the Chief Steward or designees.

**The TXRC Chief Steward and/ or designees will schedule an interview for the highest rated respondent(s) at a mutual agreed upon location where they must demonstrate their knowledge of horse racing, knowledge of adjudicatory hearings, imposing penalties and policies or guidelines as per the rules of racing.

Upon completion of the evaluation process by the selection committee, a successful respondent will be notified and the background evaluation will be started. Questions concerning the request shall be submitted directly to jill.ward@txrc.texas.gov or faxed to: 512-833-6907 Attn: Jill Ward.

A successful respondent will receive a Contract and an award Purchase Order that encompasses the respondent’s Request for Proposal (RFP) submittal, and the TXRC Standard Terms and Conditions.

K) STATEMENT OF WORK (SOW): Contractor shall perform the services of a TXRC Steward based at any racetrack assigned by the Chief Steward. Assignments of duties and numbers of needed Stewards will depend on the number of tracks racing at any given time during the year. Assignments will likely follow the posted 2024-2025 race calendar approved by the TXRC Executive Director. These duties and functions are specified in the Texas Racing Act and Texas Racing Commission Rules as they relate to matters of racing with pari-mutuel wagering.

L) DELIVERABLES: The racetrack location(s) where the services are to be performed will be determined by the Chief Steward and subject to the needs of the meet in the approved race calendar.

Some Contractors may work one location for intermittent waves of racehorse meets, while others may be asked to travel and support live racing at all operational Texas racetracks, subject to the needs of the Texas Racing Commission and input from the Chief Steward.

M) TRAVEL: There is no monetary compensation for travel; however hourly wage will be determined by days in a row worked. $40/hour for a single day of work. $55/hour for 2 or more days worked in a row.

N) PAYMENT METHOD: Payment will be made in a timely manner as invoiced based on the awarded hourly rate. Direct Deposit is required as a requirement of the contract.

O) SUBMITTING INVOICES AND RECEIVING PAYMENT: TXRC will pay based on itemized invoices / time sheets submitted to and approved by the Chief Steward or designees of TXRC showing the actual hours/deliverables provided. Itemized invoices must clearly identify the deliverables delivered, and the dates of work performed for the associated charge. Chapter 2251 of the Texas Government Code shall govern payment and accrual of interest on any overdue payments.

Invoices / time sheets must also include the TXRC Purchase Order number, Contractor’s Texas Identification Number, Contractor’s address, Contractor’s contact person, Contractor’s e-mail address, and Contractor’s phone number. All invoices / time sheets must be submitted to the Chief Steward and the Deputy Executive Director for approval. Once approved, forms should be forwarded to payables@txrc.texas.gov for payment processing. Pay periods are from the 1st through the 15th of the month and the 16th through the last day of the month. Timesheets will be on approved TXRC forms.

When Contractor submits an invoice, Contractor certifies the following:

1. That invoices have been carefully reviewed for detailed description of the deliverables;

2. That the deliverables are in compliance with the Contract;

3. That the charges shown on the invoices are reasonable and necessary; and,

4. That all appropriate and required supporting documentation is attached.

TXRC may, in its sole discretion, require additional documentation to support payment, and Contractor shall respond to any such requests within five (5) calendar days of receipt. Neither TXRC nor the State will incur any penalty for late payment if the invoice was not sent to the appropriate address identified herein. If TXRC, for any reason, including lack of supporting documentation, disputes any items in any invoice submitted by Contractor, TXRC will notify Contractor in a timely manner of the dispute and may request clarification and/or remedial action.

P) Vendor performance will be reported in the Vendor Performance Tracking System (VPTS) on a regular basis.

mailto:payables@txrc.texas.gov

Request For Proposal (RFP) Process for Stewards in Training

NIGP Commodity Code(s) 961-86

• Respondents - Read the RFP, fill out Parts I & II of the RFP document and return the form with your forms and a copy of any current professional license.

• Filling Out RFP - Part I & II of the RFP document can be filled out on the computer or be printed and filled out by hand. If you are filling out the document on the computer, use the arrow keys or the mouse to move around the application. For any section of the document that has a check box , simply double click on the check box, click on "checked" and then click OK.

• Visit Site - Go to the TXRC website (below) and review the TXRC procurement Terms & Conditions http://www.txrc.texas.gov/ OR see attached Terms & Conditions.pdf By signing the signature block in Part I the Respondent is binding the firm to the contract and acknowledging that they have read, understood and accept the TXRC Standard Terms and Conditions.

• Send All Materials To - After you have finished filling out the RFP

• Document, attached all requested documents and

• A copy of any professional license(s), email the

• Evaluation package to: jill.ward@txrc.texas.gov

• OR fax to: (512)833-6907, Attn: Jill Ward

• OR mail to the address below (must be received by the

• closing date 4/5/2024):

• Texas Racing Commission

• Attn: Jill Ward, CTCD, CTCM

• 1801 Congress, Suite 7.600

• Austin, TX 78701

Thank you for your interest and cooperation with our RFP Process. The Texas Racing Commission is an Equal Opportunity Employer.

IMPORTANT: Submittals, whether emailed, faxed or mailed, must be signed. Follow the RFP Instructions carefully.

Failure to follow the directions could cause your submittal to be non-responsive and not be considered. This document is best seen in MS Word print layout view.

http://www.txrc.texas.gov/ mailto:jill.ward@txrc.texas.gov

REQUEST FOR PROPOSAL (RFP) DOCUMENT FOR STEWARDS IN TRAINING

PART I - Respondent Information

Fill in form below. Respondents are to attach proposal & a copy of their key personnel’s professional license.

1. Contractor or Business Information

Name

Street Address E-Mail Address

City State Zip Code

Contact Name: Phone Number: Fax Number

Signature: Binds Contractor & acknowledges the TXRC Standard T&C’s Employer Identification Number

2. Personnel Please list the key personnel to be used for this project.

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

Authorized Key Personnel Name: __________________________________________ Title: __________________________________

3. Three References Please list names, phone numbers and emails.

a) b) c)

PART II Key Personnel General Information

Each Key Personnel must fill out Part II below. Please answer the following questions concerning your Professional Qualifications, Location Preferences, and any other Remarks or information that you feel will be relevant for your application.

Professional Qualifications

a) Please print your Professional License(s) in the Box below:

b) Relevant Professional Associations:

c) c) Professional Honors & Awards:

d) Other professional education:

Comments:

Evaluation Team Group Score Sheet for RFQ

(Group Consensus)

DATE _________________________

AWARD EVALUATION PROCESS for _____________________________

This evaluation will be done utilizing the RFQ process based demonstrated Competence and Qualifications to perform the services based on the criteria listed below:

This vendor is responsive and meets the minimum requirements.

RESPONSIVE VENDORS

(Per Min. Selection Criteria, Pg #1)

Max.

Points

Evaluation Team

C & Q Score

1. Applicant’s experience in regulating horse racing.

25%

2. Experience as a racing official

(facing secretary, placing judge, clerk of scales, etc.)

25%

3. Any accreditations, relevant formal education, relevant practical experience.

10%

4. Skills shown during a fact-to-face interview with the Chief Steward or designee.

40%

Total 100%

Comments (if applicable):

Evaluation Team Signatures

____________________________ Anne Alley, Chief Steward Signature

____________________________ Aaron Grigsby – Deputy Executive Director Signature

____________________________ Amy Cook – TXRC Executive Director Signature